Choosing a Management Company
Part I – General Information
The company was formed in 1984.
To be determined after meeting with the Board and based on other communities managed in the area.
We have four (4) managers with a combined fifty-one (51) years of experience in this industry.
CMCA, AMS, PCAM, awarded by the Community Associations Institute (CAI), and on-going training.
Yes. CAI provides extensive training and educational support for our staff. Additionally, it has a Legislative Action Committee that keeps our firm advised of new laws, regulations or trends affecting community associations. This organization also allows us to share information among professionals nationwide.
8:00 a.m. to 4:00 p.m., Monday through Thursday, 8:00 a.m. to noon on Friday.
Emergency calls forwarded to an on-call manager’s cell phone, after office hours, seven (7) days a week.
Part II – Administrative
This varies with Association needs and the management agreement.
One and one half (1-1½) hours.
Yes. As agents for the Association, our job is to provide service and support to the Board of Directors.
Yes, it is a part of the management agreement.
Yes, it is a part of the management agreement.
No. This is best done by a recording secretary to allow all Board members and management staff to fully participate in the meeting.
Yes, board packets are mailed five (5) days prior to the meeting.
Agenda – Yes.
Previous meeting minutes – Yes, if supplied by the recording secretary.
Work orders, service requests and CC & R’s, pending and completed – Yes.
Financial statements – Yes.
Delinquency Report – Yes.
Specifications and bids – Yes.
Items requiring board decisions or votes – Yes.
Yes, if requested by the Board of Directors.
Yes (electronic files)
Correspondence and Mailings:
General letters – postage and copy charges
Notices – postage and copy charges
Newsletters – postage and copy charges, plus $100 per page
To the Association, then rebilled to the owner.
Resale Packet – $195 (more for rush orders)
Includes the 17 certificates required by PA Statute plus Governing Documents, prior year’s financial statement and current year’s budget.
All of these documents are provided through an outside service whose prices vary.
Enforcement of Rules and Regulations:
Yes,it is part of the management agreement.
No, except postage and copy costs.
Part III – Financial
Yes. It is a legal requirement.
Monthly or quarterly depending on the management agreement.
Monthly. Bank statements are reconciled by the accounting supervisor, not the accounts payable clerk that processes the checks.
We arrange for financial institutions to receive owner assessment with four options of payment methods to suit each owner’s preference. The payment options are listed below:
- on-line (e-check) payment via the internet
- credit card via the internet
- payment coupons
- recurring payment from your authorized bank account set up with Alliance Bank.
The online payment systems are free to both the owners and the Association. Owners choosing to pay by credit card will be charged a 3% per transaction fee by the bank.
Yes, to a lock box system.
The Manager can authorize payments in line with a written Board policy.
The accounts payable clerk.
The accounting supervisor as per a written policy of the Board of Directors.
Invoices are filed by vendor and tracked by date and account.
The first ninety (90) days are processed in house. If the delinquency progresses beyond ninety (90 days), a collection Attorney requests a hearing. After receiving a judgment at the hearing, further collection action commences.
Yes, $20 for a late notice, $45 for a thirty (30) day letter, $75 to file a court action, and $50 if constable service must be secured are billed to the Association then rebilled to the owner as per State Statute.
Every Association member receives a complimentary copy of the budget or it will be made available on the Association’s website.
No. An independent reserve study is recommended at least every three (3) to five (5) years. Those numbers are incorporated into the Association’s budget. Our company will update the budget information with current year-to-date numbers at an additional charge.
every three (3) to five (5) years.
Audit/Review and Taxes:
Yes, and actively assist whenever questions arise.
Within thirty (30) days of completion or it is placed on the Association’s website.
Do you make sure that an Association’s taxes are paid on a timely basis?
Part IV – Maintenance
Contractor’s PA license # – Yes.
Certificate of Insurance – Yes.
List of references – Yes.
A minimum of three (3).
$5000 plus. However, this amount may vary, it is really dependent upon what the specific job is and the Board’s discretion.
A minimum of one (1) per month. Usually two (2) or more during the growing season.
Yes, it is part of the management agreement.
Our company will assist in the supervision of contracts as approved by the Board of Directors, and will monitor the Association’s regular vendors.
No, we believe this is a conflict of interest in securing the best prices for the Association.
Part V – Extra Services
All charges are identified on Addendums A & B to our management agreement.
Part VI – Expenses
- Copies – 10 cents per page for black & white, 50 cents per page for color for items needed to maintain permanent records for the Association or mailings to owners.
Printing – 10 cents per copy for newsletter, audits, budgets, annual meeting information, special mailings as directed by the Board of Directors.
Scanning – 5 cents per page. Bulk scanning pricing will be quoted.
Coupons/Statements – $15.00 per year per coupon book.
Stationery/Envelopes/Check Stock/Faxes/Office Supplies – All charges identified and included in the year end stationery charges on Addendums A & B to the management agreement.
Mileage – Company absorbs.
Postage – Actual cost.
Direct depositing of homeowner dues/fees – No extra cost.
Part VII – Management Fees
Start up fee to establish your records in our office to be negotiated. There is no close-out fee.
Fee to be specified in the management agreement.
Principals – $150 per hour
Managers – $100 per hour
Assistant Managers – $50 per hour
Delinquency Collection Personnel – per action stated previously and then rebilled to the owner.
The above staff rate is included in the management fee for all contracted services. These rates are for outside management agreement services.